REI Medical Secretary

We are looking to recruit a medical secretary to join our team at Derriford, the successful candidate will provide secretarial and clerical support as required.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

To provide a comprehensive medical secretarial service to a consultant(s) and/or group of medical staff in an efficient and timely manner.

The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.

Provide secretarial support to one or more consultants and junior medical staff and assist in the organisation of the consultant’s workload.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

1. Following the introduction of voice recognition technology and Medisoft, to take responsibility for clinic admin preparation and distribution in a timely and effective manner.

2. Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).

3. Prioritise own workload.

4.  Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.

5. Undertake routine office duties including note tracing, photocopying, and filing of correspondence and results and maintenance of records as required.

6. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.

7. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.

8. Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.

9. Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.

10. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.

11. Maintain an up to date diary for the Consultants/team. Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc.

12. Ensure effective communication with all members of the team.

13. Provide support in respect of consultants clinical audit responsibilities.

14. Ensure outpatient referrals are managed in accordance with the Trust’s Waiting List Policy.

15. Required to cover for other colleagues during annual leave/sickness or peak workloads.

16. Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments.

17. Ensure timely typing and despatch of outpatient letters to GP’s in accordance with Trust policy.

18. Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.

19. Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.

20. Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.

21. Ensure Choose and Book referrals are processed in line with Trust Policy.

22. Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPM and treated in a timely manner.

23. Supervise the training of support staff.

24. The post holder will undertake any other duties commensurate with the role and grade for this post.